Club Experience Coordinator (Front Desk & Accounting)

PRIMARY FUNCTION:

The Club Experience Coordinator serves as the first point of contact for the organization while supporting essential financial operations. This role is responsible for managing front desk activities, overseeing office supply management, providing excellent customer service, and performing day-to-day accounting functions to ensure accurate financial tracking and reporting. This position plays a key role in maintaining efficient office operations and supporting Boys & Girls Clubs of South Central Kansas’s mission.

KEY ROLES (Essential Job Responsibilities):

Front Desk & Administrative Support

• Greet and assist visitors, clients, and staff in a professional and welcoming manner.  
• Answer and direct incoming calls and inquiries.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain a clean, organized, and functional front office environment.  
• Provide general administrative support as needed.  
• Assist with coordination of meetings, events, and office logistics

Office Supply & Inventory Management

• Monitor, maintain, and organize office supply inventory in the staff breakroom.
• Order office supplies, as needed while ensuring cost-effectiveness.
• Track supply usage and maintain appropriate stock levels.  
• Ensure common areas, printers, and office equipment are stocked and operational.

Financial Responsibilities

• Responsible for data entry into accounting software.
• Ensure accounts payable are processed accurately and in a timely manner ensuring that the Club’s Financial Policies & Procedures are followed.
• Ensure all finance and accounting records are kept neat, readable, and error-free.
• Monthly credit cards reconciliation and entering this data into the accounting system.
• Prepare monthly deposit for the bank.
• Input program payments into accounting system.
• Take the lead on TANF grant reporting to ensure timely submission by the eighth of each month.
• Assist in the preparation of the annual audit.
• Support in the tracking of Club assets.
• Maintain filing records, including but not limited to vendor folders, invoice folders.
• Maintain financial records for the CACFP program.

ADDITIONAL RESPONSIBILITIES:

• Create detailed and accurate reports in excel as requested.
• Track budget expenses for various departments as needed.
• Support with biweekly payroll.
• Complete special projects to ensure efficiency and advancement of organization.
• Pay attention to detail and with a focus on accuracy.
• Other duties as assigned.

SKILLS/KNOWLEDGE REQUIRED:

• High School diploma or GED; college courses completed in accounting, preferred.
• Possess organizational and analytical thinking skills.
• Ability to work independently and as part of a team.
• Understands the importance of confidentiality.
• Knowledge of general office practices and procedures.
• Ability to plan, prioritize, manage, and execute projects and assignments.
• Ability to understand verbal and written instructions.
• Recognize responsibilities to the Club and apply effective work habits and attitudes to meet work requirements.
• Is required to attend work regularly and on time.

• Is expected to serve as a role model for other employees and does the right thing, even when no one is watching.
• Must demonstrate personal integrity and ethical behavior, display good stewardship of public resources and adapt to changes in processes, procedures and responsibilities.
• Provide clear, consistent, and continual communication and is receptive to constructive feedback.
• Proficiency in computer applications to include Microsoft Office.
• Experience with QuickBooks, Paycom, and Salesforce preferred.
• Initiate, develop, and maintain healthy working relationships.
• Reasonable accommodations may be made to enable individuals with disabilities to perform functions of this position.